Proposals are currently being accepted for the years below. Both years share the same program and Meeting Space Needs and Concessions & Terms. Numbers are estimates based on recent WASHTO meetings. All proposals are due Friday, December 4, 2026.

Standard pattern: Staff arrive Thursday; production load-in Saturday; peak nights Sunday – Tuesday; program concludes ~1:00 PM Wednesday; staff depart Thursday. We are open to a different pattern and would consider extending into the weekend if discounted weekend rates are offered.

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2028 WASHTO Annual Meeting | Seattle, Washington

Item	Details
Host Agency	Washington State Department of Transportation (WSDOT)
Target City	Seattle, Washington
Preferred Dates	Option 1: Sunday, July 16 – Wednesday, July 19, 2028 Option 2: Sunday, July 9 – Wednesday, July 12, 2028 Open to other June or July 2028 dates that avoid the conflicts below.
Dates to Avoid	June 19 (Juneteenth); June 24 – 28 (conflicting conference); July 1 – 5 (Fourth of July); August 4 – 11 (conflicting conference)
Anticipated Attendance	700 – 900
Peak Room Night	Approximately 475 rooms
Venue Preference	One host hotel with all sleeping rooms and meeting space is ideal; a hotel paired with a convention center is welcome if needed.
General Session	Theater for 850
Exhibit Hall	40 – 60 (10x10) booths, plus rounds for 500 – 700 for meals and receptions
Breakouts	4 – 5 concurrent rooms, classroom for approx. 190 – 200 each

Estimated Room Block (2028)

Room Type	Thu	Fri	Sat	Sun	Mon	Tue	Wed	Total
Government / Per Diem Rate	0	0	50	215	225	225	40	755
Industry Rate	0	0	50	200	215	215	35	715
CEO & VIP Suite Upgrades (at group rate)	0	0	20	20	20	20	5	85
Meeting Planner Suites (complimentary)	5	5	5	5	5	5	5	35
Staff Rooms ($99/night)	0	10	10	10	10	10	10	60
TOTAL ROOM NIGHTS	5	15	135	450	475	475	95	1,650

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2029 WASHTO Annual Meeting | North Dakota

Item	Details
Host Agency	North Dakota Department of Transportation (NDDOT)
Destinations	Fargo (preferred), Grand Forks or Bismarck, North Dakota
Preferred Dates	Option 1: Sunday, July 15 – Wednesday, July 18, 2029 Option 2: Sunday, July 22 – Wednesday, July 25, 2029 Option 3: Sunday, August 5 – Wednesday, August 8, 2029
Dates to Avoid	June 19 (Juneteenth); July 1 – 8 (Fourth of July); August 20 – 31 (conflicting conference)
Anticipated Attendance	600 – 750
Peak Room Night	Approximately 400 rooms (may be split across multiple hotels)
Venue Preference	Creative, city-wide proposals are welcome: a headquarters hotel holding the majority of the block plus additional hotels within walking distance or connected by shuttle, and unique venues (historic theaters, downtown plazas, tented outdoor space) for general sessions, meals and receptions.
General Session	Theater for 750 (minimum 500)
Exhibit Hall	30 – 50 (10x10) booths, plus rounds for 500 – 700 for meals and receptions
Breakouts	4 concurrent rooms, classroom or theater for approx. 150 – 200 each
Travel & Climate	Most attendees will fly into Fargo (FAR), Bismarck (BIS) or Grand Forks (GFK), connecting through Minneapolis, Denver or Chicago; please note airport transfer options and drive times. Any outdoor function must include an indoor or tented contingency for extreme heat or wildfire smoke.

Estimated Room Block (2029)

Room Type	Thu	Fri	Sat	Sun	Mon	Tue	Wed	Total
Government / Per Diem Rate	0	0	40	180	190	190	35	635
Industry Rate	0	0	40	165	175	175	30	585
CEO & VIP Suite Upgrades (at group rate)	0	0	20	20	20	20	5	85
Meeting Planner Suites (complimentary)	5	5	5	5	5	5	5	35
Staff Rooms ($99/night)	0	10	10	10	10	10	10	60
TOTAL ROOM NIGHTS	5	15	115	380	400	400	85	1,400

10% commission to Housman & Associates, LLC | IATA# 45-584280